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Description
WestStart-CALSTART is seeking a dynamic, outgoing individual to work with our Conference Manager to organize, execute logistics; secure sponsorships and exhibitors for our conferences and events.
WestStart-CALSTART is North America's leading advanced transportation consortium working to accelerate commercialization of clean, energy efficient transportation technologies and services. The organization serves as a strategic broker on behalf of over 140 participating companies and agencies. Founded in 1992, WestStart-CALSTART has developed and managed over $150 million in technology development and industry support programs.
WestStart-CALSTART has been instrumental in building the necessary public-private partnerships to bring promising vehicles, fuels and propulsion systems to the market. The organization currently has major programs to facilitate the commercialization of hybrid trucks and buses, fuel cell and hydrogen buses, and other alternative fuels and advanced transportation technologies.
Responsibilities: Work with Conference Manager to:
- Assist with organizing all Conference Logistics
- Work with administrative staff to create internal attendance database work with accuracy and completeness
- Coordinate and oversee pre-registration process, invoicing/payment for sponsorships and exhibits
- Handle all hotel arrangements - site selection, attendee registration block achievement, AV, menus, scheduling of event, exhibits
- Manage on-site efforts for smooth running of conference at hotel
- organize registration efforts, take care of speakers, registrants, exhibitors
- Develop and produce conference materials - conference info book, exhibitor directory, conference giveaways
Assist with Conference Sponsorship Outreach
- Assist conference manager in developing sponsorship proposal and "pitch" for soliciting sponsorships
- Assist conference manager in soliciting sponsorships and attain sponsorship revenue targets
- Contact and follow up, invoice for sponsorships and ensure money gets in and posted to conference account
Coordinate Exhibits and Vehicle Displays
- Assist conference manager in developing exhibitor prospectus and "pitch" for soliciting exhibitors
- Assist conference manager in developing exhibitor list to attain exhibitor number and revenue targets
- Contact , solicit, and follow up, invoice for exhibit fees and ensure money gets in and posted to conference account
- Handle all exhibitor logistics pre-conference and on-site - floor plan, monitor exhibit spaces, ensure exhibitor move-in/move out efforts run smoothly
Qualifications:
Conference exhibit planning, solicitation, and implementation experience Conference marketing experience, materials development and distribution Conference experience including planning, scheduling, and meeting deadlines Experience in soliciting conference/event sponsorships and or fundraising
Required Skills: Excellent written and oral communication skills; Excellent telephone manner to solicit sponsorships, exhibitors, work with outside vendors; Strong organizational skills; Excellent interpersonal skills; Ability to develop and coordinate external stakeholder teams; Fundraising and sponsorship expertise.
Personal Attributes: Strong attention to details; Performs well under pressure and tight deadlines; Desire to continuously innovate and improve from event-to-event; Passionate about WestStart-CALSTART mission.
Preferred Skills and Experience: Knowledge of the advanced transportation technologies industry a plus
Compensation and Benefits: WestStart-CALSTART is considering this job in three ways: - a full time position in which the Conference Associate would be available for other organization projects when not working on conferences or events with full salary and benefits - a part time position in which the Conference Support Associate would work only on conference/events with part time salary, limited benefits - a free lance contractor with payment negotiated at time of consideration, no benefits
WestStart-CALSTART offers competitive salary and benefits based on experience and qualifications, along with a comprehensive benefits package. We envision a full time salary range of $35,000 - $45,000 depending on experience. The open position is at WestStart-CALSTART's Pasadena, California office.
How to Apply:
Applicants should send their responses in email form only and must include a thoughtful cover letter explaining why they should be considered for this position and a resume. A salary history is also requested. Female and minority candidates are strongly encouraged to apply. Applicants should email their information and insert "Conference Manager" in subject heading.